Minutes of the Society of Rocky Mountain Archivists Business Meeting
Held 29 May 2009, 9:30 a.m.
Philip S. Miller Library, Castle Rock,Colorado
The meeting was called to order at 9:30 a.m. by President Annette Gray.
Approval of Minutes
Ms. Gray then sought comments on the 2008 business meeting minutes. Hearing none, as well as no objections to the minutes as submitted, they were approved unanimously.
Treasurer’s Report
Treasurer D. Claudia Thompson then gave the treasurer’s report for 2008, and our accounts increased more than $2,000 during the year. The year-end balance was $15,096.09, as well as $10,110.01 in the money market account.
Membership Report
Membership Chair Shaun Boyd stated SRMA’s membership is 125, and she has created a membership directory and is seeking corrections in order to distribute a finalized version soon.
Website Update
Web Manager Cecily North then gave an update on the website. She showed membership the current version that requires Dreamweaver and a proposed version that is based on an open source and free program called Drupal. The proposed version would provide greater sharing capabilities and improved involvement by users. She then invited feedback from membership.
Newsletter Update
Ms. Gray overlooked this item until later in the meeting, so see below for more.
Preservation Update
Preservation Member-at-Large Carl Stewart reported that Wyoming and Colorado received Statewide Planning Grants that are part of the Institute of Museum and Library Service’s Connecting to Collections program. SRMA is one of the partners for Colorado, with Mr. Stewart and Ms. Gray representing the organization on the advisory committee. Other SRMA members on that committee include Karen Jones, Johanna Harden, and Steve Fisher. The grants will help both states form a plan to address the four principles of the Heritage Health Index, which can be found at http://www.imls.gov/collections/grants/planning.htm and http://www.imls.gov/collections/about/hhi.htm.
Before the end of June, surveys will be sent to institutions in Colorado that will help the committee know what the greatest preservation needs are and then those needs will become a topic of a future SRMA workshop.
Mr. Stewart reminded members of the WESTPAS disaster preparedness workshops that will be in Boulder in July and September; see http://westpas.org/courses.html for more information.
He then informed membership that the preservation kits are available and there may be a film/moving image identification and preservation kit developed in the coming months. He encouraged usage of these kits.
EAD Workshop
Ms. Gray highlighted workshops that SRMA provided in 2008, and then provided some of the details for the upcoming EAD workshop at the University of Denver on 11-12 June.
Archives Month Update
Archives Month Coordinator Shannon Bowen sent Ms. Gray her report on upcoming Archives Month activities. This year’s focus is to work with legislators and other elected officials to proclaim October as Archives Month. The 2009 poster should be completed by July and available to the membership.
2010 Western Round-Up
Ms. Gray asked Jody Georgeson to report on the planning of the 2010 Western Round-Up in Seattle. Ms. Georgeson said it will be held from 28 April to 1 May and asked for a preliminary count of possible attendees. Ms. Georgeson, Jessica Velie, and Lesley Drayton will represent SRMA on the Round-Up planning team.
Newsletter Update
Ms. Georgeson then noted the overlooked item of the Newsletter Update, so Ms. Gray gave time to Newsletter Editor Jessica Velie. Ms. Velie expressed appreciation to Ashley Large for her previous editorship and then reported the timeline for the next issue.
Election Results for SRMA Board
Ms. Rettig then gave the election results from the 44 ballots cast, with Jay Trask as Vice President/President-Elect, Kay Lowell as Treasurer, Shaun Hayes as Member-at-Large, and Karen Jones as Preservation Member-at-Large.
Other Old/New Business
Ms. Gray asked about additional business, and the item of the 2007 business meeting minutes arose. They were never submitted, so the decision was to get input from board members at the time and then send the draft to the Yahoo! group for approval.
Member Announcements
Ms. Gray opened the floor for members to make announcements or ask questions. The results included discussion on copyright, information that CU-Boulder is working with the Image Permanence Institute on their WebERA program (see http://www.imagepermanenceinstitute.org/shtml_sub/weberainfo.asp), recognition of recent graduates, discussion regarding student papers and copyright, and a reminder of the content management webinar that occurred on 31 March.
Before adjourning the meeting, Ms. Gray thanked board members completing their terms: Patty Rettig, D. Claudia Thompson, Kate Legg, and Carl Stewart. She then adjourned the meeting at 10:16 a.m.
Respectfully submitted by Cliff Hight, Secretary.